WO2008004221A2

WO2008004221A2 - Inserting digital signatures into a transformed document

Info

Publication number: WO2008004221A2
Application number: PCT/IL2007/000823
Authority: WO
Inventors: Shai Waisel; Oren Grozovik
Original assignee: Wondernet Ltd
Priority date: 2006-07-05
Filing date: 2007-07-03
Publication date: 2008-01-10
Also published as: WO2008004221A3; IL176711A0

Abstract

A method for inserting a digital field into an electronic file, the method including preparing an electronic file(lϑ), such as a document, during preparation, inserting at least one marker(16) which is not usually present in such files, the marker defining a pre-selected digital field to be inserted in the file in place of the marker, the marker including data defining at least one property of the digital field, identifying the marker, retrieving the data included therein, and replacing the marker with the pre-selected field in accordance with the retrieved data and storing the property data.

Description

SYSTEM AND METHOD FOR EMBEDDING

DIGITAL FIELDS IN ELECTRONIC FILES

FIELD OF THE INVENTION

The present invention relates to a system and method for embedding digital fields in electronic files, in general and, in particular, to a method and system for signature management in electronic files.

BACKGROUND OF THE INVENTION

In order to sign documents and to obtain an authentic signature at present, generally a hard copy of the document is provided for signature by each individual signatory to the document. Alternatively, it is possible for the individual to insert his electronic signature on an electronic document during editing, as in Word documents. Traditionally, a document designer must manually insert a signature box into the document in each location where the document must be signed. It is known to embed digital fields in certain electronic documents, such as

PDF, in fixed locations. The selected location is defined by coordinates on a specific page. An operator must manually drag and drop the field into the location on the document. However, the length of the document can change during preparation thereof, so the absolute location of the signature cannot be easily set in advance. It is tedious work for the user to follow the exact location of the signature, and manually move the signature field, when required.

Accordingly, there is a long felt need for a method for embedding digital fields in an electronic file in a relative location which changes automatically when the document is edited, and it would be desirable if such method permitted insertion of signature fields, in a single electronic file for signature by a plurality of individuals, one after the other according to a pre-defined sequence. SUMMARY OF THE INVENTION

There is provided, according to the present invention, a method for inserting a digital field into an electronic file, the method including preparing an electronic file, such as a document, during preparation, inserting at least one marker which is not usually present in such files, the marker defining a pre-selected digital field to be inserted in the file in place of the marker, the marker including data defining at least one property of the digital field, identifying the marker, retrieving the data included therein, and replacing the marker with the pre-selected field in accordance with the retrieved data and storing the property data. It is a particular feature of the invention that substantially any electronic document or other electronic file can be treated according to the invention in the manner described herein.

There is further provided according to the present invention a method for embedding a signature field in an electronic document, the method including preparing a document to be signed by at least one signatory, inserting a marker, which may be a text marker, representing a signature field of one signatory in the location of a desired signature, the marker including data defining at least one property of the signature field, identifying the marker, extracting and storing the data, and replacing the marker with a signature field having properties as defined in the data.

According to one embodiment of the invention, the step of preparing includes preparing the document in a first format, inserting the markers during the step of preparing, transforming the document to another format, and the steps of identifying, extracting and storing are carried out after the step of transforming. According to an alternative embodiment, there is provided a method for embedding a signature field in an electronic document, the method including preparing in a first format a document to be signed by at least one signatory, inserting a marker representing a signature field of one of the signatories in the location of a desired signature, the marker including data defining at least one property of the signature field or of the signatory, transforming the document to a second format and, after the step of transforming, identifying the marker, extracting and storing the data, and replacing the marker with a corresponding signature field, according to the data.

According to one embodiment of the invention, the method further includes providing electronic access to the document by the desired signatory via a signature pad, and implanting an electronic signature of that signatory from the signature pad in place of the signature field.

According to a preferred embodiment of the invention, the marker in encoded to include information regarding one or more properties of the digital field, such as the type of field, the location of the field (if this is not indicated by the location of the marker), or a flow of treatment of the document. For example, in the case of a text marker for replacement by a signature field, the text marker may include information regarding the identity or role of the signatory, and/or of the order in which each signatory is to sign the document electronically. According to one embodiment of the invention, the method further includes authenticating the signature before the step of implanting.

BRIEF DESCRIPTION OF THE DRAWINGS

The present invention will be further understood and appreciated from the following detailed description taken in conjunction with the drawings in which:

Fig. 1 is a flow chart illustrating the method of signature management designed and operative in accordance with one embodiment of the present invention;

Fig. 2 is a flow chart illustrating the method of signature management for point of sale, according to one embodiment of the invention;

Fig. 3a is an illustration of a point of sale document during preparation according to the present invention; Fig. 3b illustrates the document of Fig. 3a after transformation to a PDF form;

Figs. 3c illustrates a sample pop-up window requesting signature of the document of Fig. 3b;

Fig. 3d shows an exemplary signed document;

Fig. 4 is a flow chart illustrating the method of signature management designed and operative in accordance with an alternative embodiment of the present invention;

Fig. 5 illustrates three stages of a document prepared according to this embodiment of the invention;

Fig. 6a illustrates a sample window with a pop-up indicating the signatory should sign; and

Fig. 6b shows a sample document after signature.

DETAILED DESCRIPTION OF THE INVENTION

The present invention relates to a method and system for automatically inserting a pre-selected digital field into an electronic file in place of a marker. Each marker includes data defining one or more properties of an associated field. These properties may include an indication of the type of field, such as bitmap, signature field, stamp, etc., the location of the field (if this is not indicated by the location of the marker), a name of the file for use by a computer program, or a flow of treatment of the file. For example, in the case of a marker for replacement by a signature field, the marker may include information regarding the identity or role of the signatory, and/or of the order in which each signatory is to sign a document electronically. If no data is provided for a particular property, a default value can be utilized.

The method is implemented by preparing an electronic file and inserting into the file a marker representing and defining a pre-selected digital field to be inserted in the file, in place of the marker. For purposes of the present application, a marker includes data which is a digital representation of various properties of the field, and is represented on a display. The marker is preferably input into the file as a pattern in the format of the original file, although alternatively, any insertable pattern can be used, such as a bar code in a text document. Preferably the pattern is selected such that it would not usually be present in this form in a file of this type. Accordingly, the marker can be a text string (alphanumeric string), an image, a bar code, or any other digital pattern that can hold data that can be retrieved for later use.

The file is then processed. This means that the file is searched for markers. When a marker is identified, the properties of the field represented thereby are utilized to define the desired digital field, and the marker is automatically replaced with that digital field defined by those properties. The processed file, with one or more digital fields in place of the original markers, may be stored for later use by various applications. Some or all of the property data is preferably retrieved from the marker and stored in a file for later use by a computer program for further processing of the electronic file.

According to one embodiment of the invention, the file is transformed from a first format, in which it is written, to another format, such as PDF or TIFF, in which it is used or signed and, after the transformation, the marker is automatically identified and replaced with the pre-selected digital field, in the transformed file, as described above.

One particularly suitable application of the invention is in the field of electronic signature management, where the electronic file will typically be an electronic document. Electronic signature management, according to the invention, embeds and encrypts handwritten or other pre-defined signatures in electronic files processed according to the invention, which can be signed on any computer connected to a company's network or to a central server, and may be implemented as a web-based signature flow application. The method includes inserting markers in the document in the appropriate location or locations for signatures. Upon processing of the original document, or transformation of the original document (for example, from a text document or other electronic format, to PDF or other selected format), the markers are identified and the data therein is retrieved for use and possibly is stored. In accordance with the retrieved data, appropriate signature fields are automatically inserted in place of the original markers.

The properties of the insertable fields can vary widely, and may include an assigned name for identifying a document, an indication of who is to sign a document, what is the process of signature management, i.e., identifying a sequence of signatures, etc. Various computer program applications could use data from the digital field properties to identify a document, route a document between various stations, etc.

According to one embodiment of the invention, the markers are plain text patterns or identifiable alphanumeric strings inserted in a document. Such strings are generated in such a manner as to form patterns which are unlikely to occur in a plain text document. Preferably, the text markers include encoded property information, as described above.

Where the markers are plain text, they can be inserted by any application that supports documents with text (as opposed to raster document format) or, as stated above, an encoded image can be inserted into the text document. When using the invention with raster documents, the marker can be an image, such as a bar code, or any other suitable pattern. The relative position of the marker in the document can be used to identify the final location of the corresponding digital field, which can then be utilized for insertion of a signature field or other digital field. Markers according to the invention are particularly useful when seeking to place a digital field in a PDF file, or other file which is not in a format in which the electronic file was written or prepared, and where the absolute position of the object in the finished file is not known. For example, if a signature should follow the fourth paragraph in a document, a marker can be inserted following that paragraph, and the position of the marker will "float" automatically to the preset location, when the document is finalized. This is not possible with conventional digital fields, since the selected location is defined by coordinates on a specific page, and cannot take into account the fact that the text may expand and collapse during generation of the document. The process of the present invention, on the other hand, automatically inserts the field, for example, a signature field, in the correct relative location in the file.

It is an optional feature of the invention that, if there are several signature fields in a document for signature by the same signatory, the signatory can sign by a single signature on a signature pad and his signature will be inserted in all those signature fields in the document. If this option is selected, instead of requiring separate signatures at each location throughout the document, a single signature will be automatically implanted in all the appropriate locations. This can be accomplished by identifying various pre-selected locations in the document in which a single signatory must sign, as determined from the retrieved marker data. According to a preferred embodiment of the invention, biometric signature authentication and/or digital authentication is required for electronic signatures before the signature is embedded in the document.

Referring now to Fig. 1, there is shown a flow chart illustrating a method for automatic digital field insertion, designed and operative in accordance with one embodiment of the present invention. The method includes three main steps - electronic file preparation, which may be in the format of the final, processed file, or which may be in a first format for later transformation to a second format, including insertion of markers (block 10), optional transformation of the file to a second format (block 14), and replacement of markers by digital fields in corresponding locations in the electronic file (block 16), resulting in a file with an embedded digital field (block 18). If the file is transformed from one format to another, the replacement will occur immediately after the step of transforming.

First, the file is prepared in whatever format the creator (initiator and/or writer of the original file) desires (block 10). The file can be in a text format, in a raster document format, or in any other desired format. During preparation, one or more markers are inserted into the original file. Each marker identifies a pre-selected digital field to be inserted in that relative location in the file. The markers can be plain text markers, image markers, such as bar code, or any other marker, which would not commonly appear in that form in such a file. If desired, the markers may also include additional data, for example they may indicate additional properties of or related to the digital field.

According to one embodiment of the invention, form documents or templates are prepared in advance and stored in a document repository (block 12). The fields to be inserted may be indicated in the markers by type or by name. Alternatively, the file can be prepared without a template, with the markers to be utilized being inserted or created by the person preparing the file.

When the file is to be used, it is processed according to the invention, and the markers in the file are identified (block 14). This may occur after transformation of δ the file from a first format to a second format, for example, when loading an original Word document as a Portable Document Format (PDF) file, if this occurs. A computer program of the present invention identifies each marker and its location in the original file, and inserts, in a corresponding location in the processed file, a digital field corresponding to the identified marker (block 16)

Specific examples of the present invention in operation will now be provided. Referring now to Fig. 2, there is shown a flow chart of the file preparation and signature process illustrating a method for inserting signature fields in an electronic document for point of sale, according to one embodiment of the invention. Figs. 3 a and 3b illustrate sample documents. In this embodiment, a plurality of documents are prepared in advance and stored in a document repository (block 20). When a document is required at a point of sale, for example, a purchase order 22, the appropriate document is removed from the repository and the document is personalized (block 26), e.g., customer information is filled in. As can be seen in Fig. 3a, markers, here shown as text markers 24, were inserted in the document when it was prepared, here indicating the locations of a pair of signatures. The completed document is now processed according to the invention. In this embodiment, a text document is uploaded via a PDF creator program (block 28) and the original document is transformed to a PDF document. After this transformation, the text markers are detected, identified, and automatically replaced with the appropriate signature fields (block 29). Alternatively, when the document is used in the same format in which it was written, the markers are detected and replaced during processing by the computer program. The PDF document 30 in Fig. 3b displays signature fields 32 awaiting the customer's and the vendor's signatures. The document is now signed (block 34) by the customer and by a salesperson, or other pre-selected signatory, on an electronic signature pad (not shown), as instructed in a pop-up window 36 seen in Fig. 3c, and the signature 37 is automatically inserted into the appropriate signature field in the signed document 38 (see Fig. 3d). The signed document can now be stored in digital archives (block 40) and/or a copy may be provided to the customer (block 42). It will be appreciated that, in this case, each marker is replaced with a signature field, into which, in turn, an actual digital signature is inserted.

Referring now to Fig. 4, there is shown a flow chart illustrating a method for implanting digital fields in electronic files, designed and operative in accordance with an alternative embodiment of the present invention, particularly for use in signature management in documents to be signed over a network and/or documents requiring multiple signatures. This method can also be utilized to process Internet pages, wherein fields can be completed by means of a user interface. This method includes five essential steps — file preparation, including insertion of markers (block 50), processing the file to form a new file having signature fields in locations in the electronic file (block 54) corresponding to the original file, optionally after transformation to a new format (block 52), file distribution (block 56), document signature (block 58), and insertion of a signature inside of the signature field (block 60). The signature may be, for example, a handwritten signature on a digital pad, a fingerprint, an image of a signature, a bar code representing the signature, a digital or electronic signature, or any other pre-selected form of acceptable signature. The signature on the electronic pad can be authenticated in any conventional manner, such as by a smart card, password or PIN code, etc. If desired, the signature may be encrypted, as by RSA, and an encrypted handwritten digital signature will be embedded in the appropriate location in the document.

If desired to increase the level of authentication of a signature, a fingerprint or other biometric authentication (block 59) of the actual signatory can be required, in addition to the authentication of the signature via conventional digital signature methods. One such method of signature verification utilizes the distinctive aspects of the handwritten signature to verify the identity of the individual signer by measuring the physical activity of signing. Such aspects may include any or all of stroke order, rhythm, speed of signature, pressure applied to the pad during various portions of the stroke, and acceleration. The document is signed by each of the signatories, typically one after the other. The executed document may be archived (block 62) and/or printed or distributed in whatever manner desired.

As with the document of Fig. 3a, the document is prepared in whatever format the creator desires (block 50). In this embodiment, the original document includes one or more plain text markers, each of which identifies, according to encoding in a pre-selected string of alphanumeric characters, a signatory of the document. The signatory may be identified by title, i.e., a manager, in which case a limited group of people having this position or title can sign in this location. The list of qualified persons will be catalogued and stored in the system. If desired, the text markers may also encode additional data, which can be used for a variety of purposes, by a computer program managing the electronic file. According to one embodiment, the text markers also indicate additional properties, such as placement in an ordered flow of signatures according to a pre-selected sequence, and/or an identifier for a specific person who must sign, rather than any person who fills a pre-selected function or position (e.g., "Shai Waisel", rather than any "director").

In the example of Fig. 5, a word document 70 includes several alphanumeric strings 72, 74 acting as text markers. In this embodiment, ^Λsig" represents signature, to indicate that the digital field to be inserted is a signature field, and 'uid=oren' identifies the signer (Oren). In addition, the encoded properties may be used to define the signature flow of the document, i.e., who must sign and in what order. For example, ¹St=I' can be used to indicate the stage at which that particular signatory must sign, in a first stage, second stage, etc. Where there are multiple signatories in one or more stages, a sequence can also be identified. Here, for example, 'sq=l' indicates that this signer is the first in the sequence at this stage. Thus, it is possible to define and encode the order of the various stages in the signature process, and to define the sequence order within each stage. Different stages can represent different stations or locations, or different levels of authority, while the sequence is the order in which signatures are collected within each stage within the same round of

Il signatures. One example is a document which must be signed during recruitment of a new employee. In a first stage, the document must be signed by the new employee and the interviewer on the same computer at the same time (one stage with two signatures in the sequence). Then, the document must be signed by the hiring manager on another computer for final approval (second stage, which can be at a later time).

These signature flow properties of the document can be viewed during the signature process, for example, in a window 80 defining the signature flow, including number of stages or steps 82, number of signers in each stage 84, 84', the names of the signers 86, 86', and possibly indicating a due date 88 for one or all of the signatures.

As the original document is processed, here by being uploaded and transformed to a PDF document 90, signature fields 92, 94 are inserted in the processed document in place of the embedded text markers 72, 74, for signature according to the pre-defined order. The computer program of the present invention identifies each text marker and its location in the original document, and inserts in a corresponding location in the PDF document, a signature field corresponding to the properties retrieved from the identified text marker.

The document is now distributed electronically to the various signatories for signature. According to a preferred embodiment of the invention, for use as a web- based application, the marker inserted in the text markers includes instructions to the server indicating the desired signature flow, to permit automatic distribution of the document among the various signatories. In accordance with the signature flow defined in the markers in the original document, an e-mail is sent to each signatory, in turn. Thus, an e-mail will be sent automatically to the first signatory of the document (stage 1, signature 1) including a link to the signatory's inbox in the server, where one or more files await. The title of the relevant file is preferably indicated in the e-mail. When the signatory enters his or her inbox and opens the relevant file 100, as seen in Fig. 6a, a signature window 102 pops up indicating the name or title of the person who must sign. The signatory signs on an electronic signature pad 104 coupled to the server via the computer, such that the signature on the pad 104 can be viewed on the signature window 102, and his signature is inserted in place of the signature field, as shown in Fig. 6b. In this embodiment, handwritten digital signatures 106, 108 encrypted by RSA have been embedded in the file, although, alternatively, any other type of authentication can be utilized, as desired. According to one embodiment of the invention, biometric authentication, or other means of authentication of the actual signatory, may be required. This provides additional safeguards to ensure that the actual signatory is the person who is supposed to sign that file in that location.

Preferably, if a signature flow or chain has been indicated, the file will be sent to the various signatories in sequence, in accordance with the pre-defined flow, such that each signatory only receives or can view the file when the previous signatories have signed. Alternatively, the file may be accessible for viewing or review by the various signatories, but each will only be permitted to sign after the previous signatories have signed.

It is a particular feature of this embodiment of the invention that each signatory signs a single, "original" electronic file, which is stored in a central server before, during and after the signature process. Thus, each signatory, in turn, is granted access to the file and signs on a designated signature pad or any other signature pad coupled to the server. Upon signature by the signatory, an authorized digital signature is inserted by the server into the original file in one or more of the required locations, replacing the signature objects in the PDF document, and authenticating the signature once for all the inserted signatures. Once the authenticated signature has been inserted into the file, the user exits the file and the file is ready for the next signatory (if any), and/or the final destination or recipient is notified that the complete executed file is ready and the executed file can be archived digitally on the server. Occasionally, after a file has been prepared, it is desired to add additional objects to the processed file, for which markers are unknown or unavailable. Additional signature boxes can be inserted manually in the processed file, as known.

One method of carrying out the steps of the present invention is described in the following application program interface (API). This API aims to provide an automatic means to recognize an embedded text marker in a document and provide the absolute position of the marker in the document (i.e., page number, x,y coordinates), as well as property information. Function prototype: PARSERJtESULT GetSignatureFields (string FilePath,bool DeleteMarker.ref FIELD JNFO [] info)

Where

FilePath Path to the document containing the text marker DeleteMarker True if you want the marker to be removed from the document- must have access right to the file FIELD_INFO Array of XML data containing the marker property and position

The XML may have the following format <Field>

<γ^χ/γ>

<Page> </Page> <Property> <first property > Value </ first property>

More properties </Property>

</Field> The system and method of the present invention provide significant benefits over current methods and systems. It can substantially eliminate paper costs, as well as costs involved with shipping and handling, scanning, labor costs, storage and retrieval. It can be integrated seamlessly with current workflow procedures of the organization. It is user friendly, and provides a high degree of reliability of authenticity of the signature.

While the invention has been described with respect to a limited number of embodiments, it will be appreciated that many variations, modifications and other applications of the invention may be made. It will further be appreciated that the invention is not limited to what has been described hereinabove merely by way of example. Rather, the invention is limited solely by the claims which follow.

Claims

1. A method for inserting a digital field into an electronic file, the method comprising: preparing an electronic file; during preparation, inserting in said file at least one marker; said marker defining a pre-selected digital field to be inserted in the file in place of the marker, said marker including data defining at least one property of the digital field, identifying said marker, retrieving said data included in said marker; and inserting said pre-selected digital field in place of said marker, in accordance with said retrieved data.

2. The method according to claim 1, further comprising storing said retrieved property data.

3. The method according to claim 1 or claim 2, further comprising utilizing said data retrieved from said marker by a data processor to further process the electronic file.

4. A method for inserting a digital field into an electronic file, the method comprising: preparing an electronic file in a first format; inserting in said file at least one marker; said marker defining a pre-selected digital field to be inserted in the file in place of the marker, said marker including data defining at least one property of the digital field, transforming said file to another format; and after the step of transforming, identifying said marker, retrieving said data included in said marker, and inserting said pre-selected digital field in place of said marker, in accordance with the retrieved data.

5. The method according to claim 4, further comprising storing said retrieved property data.

6. A method for embedding a signature field in an electronic file, the method including: preparing a document to be signed by at least one signatory, inserting a marker defining a signature field of one signatory in a selected location for a desired signature, said marker including data defining at least one property of the signature field; identifying said text marker; retrieving said data; and replacing said marker with a signature field having properties as defined in the data.

7. The method according to claim 6, further comprising storing said retrieved data.

8. A method for embedding a signature field in an electronic file, the method including: preparing in a first format a document to be signed by at least one signatory; inserting a text marker representing a signature of one of said at least one signatory in the location of a desired signature, transforming the document to a second format and, after the step of transforming, identifying the text marker and replacing it with a signature field.

9. The method according to claim 8, further comprising: providing electronic access to the document by the desired signatory via a signature pad, and implanting an electronic signature of that signatory from the signature pad to replace the signature object.

10. The method according to claim 9, further comprising utilizing distinctive aspects of a handwritten signature to verify an identity of said signatory by measuring physical activity of signing.

11. The method according to any of the previous claims, wherein said marker includes information regarding at least one property of said field.

12. The method according to claim 11, wherein said marker is a text marker, and said text marker includes property information regarding a flow of treatment of the document.

13. The method according to claim 9, further comprising authenticating the signature before the step of implanting.

14. A computer-readable storage medium containing a set of instructions for a computer, the set of instructions, when executed by the computer, causing the computer to perform the following steps: processing an electronic file, said electronic file having inserted therein at least one marker; said marker defining a pre-selected digital field to be inserted in the file in place of the marker, said marker including data defining at least one property of the digital field, identifying said marker, retrieving said data included in said marker; and inserting said pre-selected digital field in place of said marker, in accordance with said retrieved data.